Sonoma State University
Job Title: Administrative Coordinator (Administrative Support Coordinator II) Temporary
Department Name: Education & Public Outreach (SSU E/PO), School of Science and Technology
Job ID: 104191
Salary and Benefits
The salary range for this position is 3,115 to 4,913 per month. Starting salary placement depends on qualifications, experience and salary budget, and will not exceed 3,432 per month.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link below or by request from SSU Human Resources.
First review of applications will be at 8 am on June 27, 2016. Applications received on or after the first review date may not be considered.
Conditions of Employment
This is a full time, temporary, non-exempt position. Reappointment to this position is dependent upon the individual's performance as well as administrative and budgetary considerations. The university reserves the right to terminate this appointment earlier than the scheduled expiration date.
Under general supervision of the Administrative Manager, and with day-to-day lead work direction provided by Sonoma State University Education & Public Outreach (SSU E/PO) group lead, the successful candidate will provide coordination and administrative support for the instructional and programmatic needs of the SSU E/PO Group. Working independently and in compliance with University policy and procedures, the Administrative Coordinator performs a variety of administrative tasks in the day-to-day operations of the department office and serves as the central resource person to students, faculty, and staff, and the community.
Maintain grant budgets using Excel spreadsheets to post and track expenditures for a variety of different grant funds, as well as specific tracking by expenditure category for parts, personnel and travel. . Reconcile expenditures using PeopleSoft Financials, resolving any discrepancies by working with on-campus financial services or outside vendors. Produce monthly financial reports for SSU E/PO group lead. Serve as an account holder for the Procurement Credit Card Program (ProCard), purchasing supplies and materials, preparing monthly credit card reports; and working directly with vendors and accounting department to resolve contested items. Process all types of payments, student assistant pay vouchers, deposits, travel claims, and invoices. Provide SSU E/PO group lead with projections of annual needs. Monitor and arrange for the Starlab rental, and ensure its proper functionality. Deposit Starlab rental fees in the appropriate account.
Support for Educator Training Institutes and other off-campus functions
Arrange the logistics of training institutes at off-campus locations. The training institutes will vary in length from 1-2 days to as long as a week. Logistics include arranging for hotel rooms, food and beverages. Contact all participants to ascertain travel, lodging and dietary needs, compliant with University regulations. Prepare agenda and other needed parts and materials for distribution during training institutes. Maintain records of trainee attendance. Prepare paperwork, process stipends and travel reimbursement for attendees. Attend training institute in person to support the meals, travel and hotel arrangements for participants. Occasionally attend science fairs and open house events to represent group projects to the public.
Serve as the group's attendance clerk, initiate absence reports and prepare monthly attendance report for students and staff. Coordinate the student employment process. Prepare administrative reports, forms, and correspondence. Create, update, and maintain a variety of databases including tracking teachers and initiate reports. Create and maintain electronic and paper files. Maintain confidentiality of all materials. Prepare, process and maintain files of forms for training events if applicable. Answer complex questions regarding University policies and procedures. Act as group property clerk, maintaining locations of in-house equipment with property tag numbers. Maintain list of serial numbers, property tag numbers and other tracking numbers for equipment provided to off-campus entities.
Provide professional and knowledgeable reception to students, visitors, staff and faculty. Take minutes for group meetings. Monitor parts supply inventory and using University approved methods, purchase materials for distribution to grant-funded programs. Create, update, and maintain forms and handouts for group's use. Establish database of inventory purchased and distributed for each project. Screen and distribute mail daily. Maintain group's confidential administrative, student and historical files. Maintain updated and accurate mailing and email lists. Assist group staff with travel and hospitality procedures and forms.
Other secondary duties as assigned.
Duties take place mostly in an office setting located in the Schulz Library on the Sonoma State University campus. Work schedule is Monday through Friday 8:30 am to 5:00 pm. Prolonged sitting for up to 7 hours, extensive keyboarding, travel throughout the campus to perform errands and the ability to lift up to 20 pounds is required. Must be able to use a computer for 30 hours per week. Overtime, weekend, and evening work may occasionally be assigned, including weekend travel to support training events. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator.
Requires a high school diploma and a minimum of three years related, progressive experience, or equivalent combination of education and experience to be proficient in performing work assignments. Previous experience in a fast-paced and complex academic office preferred. Bachelor's degree preferred.
The successful candidate must have a thorough knowledge of office systems and the ability to use a broad range of technology including a strong working knowledge and intermediate proficiency of Microsoft Excel, Word and People Soft. Experience as well as skills in website development and desktop publishing is desired. Must be willing and able to learn technical software as needed and be proficient in navigating the Internet and in the daily use of e-mail.
The Administrative Coordinator must possess the ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions; and ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Candidate must independently learn, interpret, apply, and explain a variety of policies and procedures; establish cooperative working relationships with faculty, staff and students; must have the ability to work effectively, both independently and as a part of a collaborative team; be able to solve problems using reasoning and judgment to develop practical, thorough and creative solutions. The successful candidate must be flexible, organized, and able to set priorities and meet deadlines and have the ability to prioritize and perform multiple tasks, must be extremely detail-oriented, possess strong organizational skills and use effective workload management skills. Candidate must demonstrate excellent interpersonal skills and outstanding customer service. The candidate must be able to maintain confidentiality and discretion and handle interpersonal interactions at all levels, including highly sensitive situations. Strong written and oral communication skills, including thorough mastery of English grammar, punctuation, and spelling are required.
Click the "Apply Now" to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered:
1. Cover Letter (attach as first page of resume)
3. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
Mandated Reporting: This position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Conflict of Interest
The duties of this position may include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate may be required to file Conflict of Interest Form 700: Statement of Economic Interest on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.
Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.
Sonoma State University's Jeanne Clery Act Annual Security Report is available at http://www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at http://www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.
Sonoma State University
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928
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